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United States Department of State
Bureau of International Narcotics and Law Enforcement Affairs (INL)
U.S. Embassy Accra
Notice of Funding Opportunity (NOFO) – SAMS Overseas
Announcement Type: Request for Federal Assistance Award Application
Public Opportunity Title: Developing and Producing a National Border Security
Strategy for the Republic of Ghana
NOFO Opportunity Number: Accra-INL-SGI-LE-2018-02
Catalog of Federal Domestic
Assistance (CFDA) Number: 19.703 – Criminal Justice Systems
Funding Amount: Not to exceed the total amount of $75,000 U.S. Dollars
NOFO Issuance Date: January 29, 2019
Deadline for Receipt of Written
Questions: February 7, 2019
11:59 PM Accra Local Time
Closing Date and Time for
Submission of Applications: February 25, 2019
11:59 PM Accra Local Time via email to
Ms. Lara Talverdian, [email protected]
Program Type: U.S. Embassy Accra
Grant Program: INL Security Governance Initiative, Border Management
and Integration Program
Assistance Type: Cooperative Agreement
Eligibility Category: Eligible organizations may include local non-profit/non-
governmental organizations (NGOs) or private/state
educational institutions. See complete eligibility criteria
below.
Requested Applicant: TBD
Award Ceiling: $75,000
Award Floor: $40,000
Cost Sharing Requirement: Not required but recommended
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EXECUTIVE SUMMARY
The mission of the State Department’s Bureau of International Narcotics and Law Enforcement
Affairs (INL) is to minimize the impact of international crime and illegal drugs on the United
States, its citizens, and partner nations by providing effective foreign assistance and fostering
global cooperation. Improving Ghana’s border management and integration contributes to this
mission, and it also contributes to objectives under the U.S.-Ghana Security Governance
Initiative (SGI).
On February 18, 2016, the two governments signed an SGI Joint Country Action Plan that
includes key objectives to enhance the Government of Ghana’s (GOG) efforts to integrate,
improve, and establish border management procedures. It is the GOG’s desire to improve the
security of its air, sea, and land borders by implementing methods for collaborative and
integrated border security management and operations. This effort is intended to improve the
country’s ability to maximize customs revenue collection and be more effective at addressing
threats at Ghana’s borders. INL has partnered with U.S. Customs and Border Protection (CBP)
to carry out a range of activities to achieve these JCAP objectives.
INL, CBP, and the U.S. Embassy in Accra are now seeking an implementing partner to
develop, publish, and present a National Border Security Strategy for the Government of the
Republic of Ghana.
NOTICE OF FUNDING OPPORTUNITY
The authority for this Notice of Funding Opportunity (NOFO) is found in the Foreign
Assistance Act of 1961, as amended.
Pursuant to 2 CFR 200.400g, it is U.S. Department of State policy not to award profit under
assistance instruments. All reasonable, allocable, and allowable expenses, however, both
direct and indirect, which are related to the agreement program and are in accordance with
applicable cost standards (2 CFR 200 for overseas-based non-profit organizations) may be paid
under the grant. Note that overseas-based nonprofit organizations are legally required to
comply with the 2 CFR 200.
Eligibility for this NOFO is limited to local applicants that qualify to receive U.S. grants, and that
have the ability to develop and successfully implement a project in Ghana and meet INL’s
reporting requirements (such as foreign not-for-profits/non-governmental organizations or foreign
based educational institutions). Organizations must also be able to demonstrate current (or
pending) country registration in Ghana.
To be eligible for a grant award, in addition to other conditions of this NOFO, organizations must
have a commitment to non‐discrimination with respect to beneficiaries and adherence to equal
opportunity employment practices. Non‐discrimination includes equal treatment without regard to
race, religion, ethnicity, gender, and political affiliation.
Applicants are reminded that U.S. Executive Orders and U.S. law prohibits transactions with, and
the provision of resources and support to, individuals and organizations associated with terrorism.
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It is the legal responsibility of the Recipient to ensure compliance with these Executive Orders and
laws. This provision must be included in any sub‐awards issued under this grant award.
Subject to the availability of funds and pending Department of State management approvals,
INL intends to issue an award in an amount not to exceed $75,000 in total funding. The U.S.
Dollar amount will be funded from INL allocated funds, for an initial project period of 6
months. INL may award up to two additional 6-month periods contingent on INL priorities,
good performance of the recipient, Department of State management approvals, and funding
availability.
Any questions concerning this NOFO should be submitted in writing to Lara Talverdian
([email protected]) via email. The deadline for submission of questions for this
NOFO is February 7, 2019, 11:59 PM Accra Local Time.
Issuance of this NOFO does not constitute an award commitment on the part of the U.S.
government, nor does it commit the U.S. government to pay for costs incurred in the
preparation and submission of an application. In addition, final award of any resultant grant
agreement cannot be made until funds have been fully appropriated, allocated, and committed
through internal INL procedures. While it is anticipated that these procedures will be
successfully completed, potential applicants are hereby notified of these requirements and
conditions for award. Applications are submitted at the risk of the applicant. All preparation
and submission costs are at the applicant's expense.
The U.S. government may make award on the basis of initial applications received, without
discussions or negotiations. Therefore, each initial application should contain the applicant's best
terms from a cost and technical standpoint. The U.S. government reserves the right (but is not under
obligation to do so), to enter into discussions with one or more applicant(s) in order to obtain
clarifications, additional detail, or to suggest refinements in the program description, budget, or
other aspects of an application.
BACKGROUND
In February 2016, the Government of Ghana (GOG) and the United States Government (USG)
signed the Security Governance Initiative (SGI) Joint Country Action Plan (JCAP), a bilateral
partnership aimed at strengthening Ghana’s security sector governance. The JCAP includes a
border security component, one of the objectives of which is to develop and implement a
National Border Security Strategy.
Since the JCAP was signed, the GOG has adopted a collaborative approach to the management
and security of its borders. In line with this approach, Ghanaian border agencies are working
jointly to develop a National Border Security Strategy that institutionalizes cooperation and
coordination among relevant border security stakeholders, including traditional leaders in
border communities; with Ghana’s neighbors; and with strategic border security partners.
The GOG has also already established a framework for implementing its border security
objectives, which is codified in a Memorandum of Agreement (MOA) that establishes a Ghana
National Border Secretariat to support and sustain efforts towards an integrated border
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management. Under the authority of the Ghana National Security Coordinator, the Secretariat
further established a National Border Security Technical Working Group (NBSTGW) that is
charged with leading the process of deepening the integration and the execution of SGI JCAP
objectives. The NBSTGW is responsible for creating a National Border Security Strategy but
requires support accomplishing this work.
Note that the National Border Security Strategy will focus on Ghana’s air, land, and sea
borders. Functionally, the strategy must be focused at the national, strategic level (i.e. rather
than operational or tactical levels) and provide a roadmap for implementing the framework
captured in the MOA. The National Border Security Strategy must be responsive to Ghana’s
protocols and agreements relating to Ghana’s international borders, including those of the
Economic Community of West Africa States (ECOWAS).
In developing the National Border Security Strategy, the NBSTGW will seek to engage
relevant Ghana border ministries and agencies that have responsibilities at the borders. These
ministries and agencies include, but are not limited to, Ghana Ministries of National Security,
Interior, Foreign Affairs, and Defense; Ghana National Security Council; Attorney General
Department; Ghana Immigration Service (GIS); the Revenue Authority – Customs Division
(Customs); Ghana Police Service (GPS); Bureau of National Investigation (BNI); Bureau of
National Communication (BNC); Narcotics Control Border (NARCOB); Port Health
Authority; Maritime Authority; and the Agriculture Quarantine.
PROJECT GOAL
Develop, publish, and present a professional, comprehensive National Border Security
Strategy for the Government of the Republic of Ghana.
PROJECT OBJECTIVES
1. Conduct detailed research and collect relevant information and inputs necessary
for developing the National Border Security Strategy.
2. Collaborate closely with the National Border Security Technical Working Group
(NBSTGW) to incorporate their guidance and input on the National Border
Security Strategy.
3. Produce a professional, comprehensive National Border Security Strategy
document.
4. Present the National Border Security Strategy document to the NBSTGW and
other senior Government of Ghana and U.S. Embassy officials.
Objective 1: Conduct detailed research and collect relevant information and inputs necessary
for developing the National Border Security Strategy.
Illustrative Activities:
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Identify, analyze, and prioritize threats to Ghana’s border security.
Research illegal crossing and movement of illicit commodities along the borders.
Identify and analyze the degree of involvement of organized criminal networks in these
activities.
Collect all-source information including statistical data, interviews, reviews of
Government of Ghana reports, plans, and policies. This includes the Memorandum of
Agreement that established the Ghana National Border Secretariat; the Ghana Border
Assessment report; and the Ghana Maritime Security Strategy.
Understand overall Ghana National Security priorities.
Identify and consider current activities, programs, and operations that are focused on
achieving the goals and objectives of the JCAP and those of other border security
efforts.
Identify and consider plans that the Ghana National Border Secretariat and NBSTGW
have already decided to pursue in the future, including a Border Fusion Center and
proposed operational tools for enhancing cross-border operations.
Objective 2: Collaborate closely with the National Border Security Technical Working Group
(NBSTGW) and U.S. Customs and Border Protection (CBP) Advisor to incorporate their
guidance and input on the National Border Security Strategy.
Illustrative Activities:
Meet regularly with NBSTGW members, and as necessary with senior leaders of
Ghana border agencies to receive guidance on their vision, intent, and key focus
areas for securing Ghana’s borders.
Meet with the U.S. CBP Advisor to receive technical input on the National
Border Security Strategy.
Incorporate their input into development of the National Border Security
Strategy.
During development of the National Border Security Strategy, communicate
regularly with the NBSTGW and CBP Advisor as key project stakeholders.
Objective 3: Produce a professional, comprehensive National Border Security Strategy
document.
Illustrative Activities:
After it is developed, provide a draft National Border Security Strategy document
for review by the NBSTGW and CBP Advisor, giving stakeholders a specific
deadline for substantive feedback.
After incorporating feedback received, produce a professional National Border
Security Strategy document that includes, but is not limited to, an Executive
Summary; threats to Ghana’s border security; goals/pillars of the strategy;
explanation of each goal/pillar of the strategy including critical strategic tasks
that will need to be implemented (and which GOG agency or office should
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implement each) in order to achieve intended endstates; a proposed realistic
timeline for accomplishing critical strategic tasks; annexes of key documents
referenced by the strategy; annexes of useful maps of the country of Ghana and
detailed maps of each region; and brief acknowledgements to organizations and
individuals who contributed to the strategy development, including funding
support by the United States government (with U.S. flag logo).
The strategy should include the following goals/pillars:
o Advance Coordinate Border Security and Management, Integrity, and Agility
o Counter Cross-border Smuggling and Illicit Trafficking
o Advance Ghana Economic development and Security through effective border
processes that enhances information and intelligence sharing, technology,
facility, and innovation.
The strategy should include recommendations on how to:
o Strengthen integrated border security and management;
o Improve intelligence and information sharing;
o Enhance joint border patrol and joint operations at the borders, including
the seaports;
o Enable and sustain resource sharing by border agencies;
o Promote joint training of border officers;
o Increase awareness to stakeholders and actors at the borders;
o Improve processes at the Border Posts; and
o Advance cooperation with Ghana neighbors and strategic international
partners.
Produce at least 250 copies of the final hardcopy product, and give them to the
CBP Advisor for further distribution.
Produce a searchable pdf digital copy of the final product, and provide it to the
CBP Advisor for further distribution.
Objective 4: Present the National Border Security Strategy document to the NBSTGW and
other senior Government of Ghana and U.S. Embassy officials.
Illustrative Activities:
During strategy development, and after publication of the final document, give multiple
briefings to explain the National Border Security Strategy to the NBSTGW, to other senior
GOG officials, and to U.S. Embassy officials.
Produce visual tools (e.g. powerpoint slides) to help convey the National Border Security
Strategy to various groups.
ADDITIONAL CONSIDERATIONS
The grantee must be able to be cleared by the Ghana National Security Council to have access
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to sensitive information. The grantee will also be required to comply with all applicable
requirements regarding documentation and clearance to access Government of Ghana records.
REPORTING REQUIREMENTS
The grantee is required to submit written reports to the Grants Officer, Grants Officer
Representative, and CBP Advisor according to the following timeline:
Reports Due Date
Project kickoff meeting at Ghana SGI
Secretariat
Within 5 days of award
Project Workplan with timeline of project
activities and milestones
Within 10 business days of award
Monthly progress reports, no more than 3
pages in length, to include any schedule
delays, the reason for the delay, and the
impact of these delays on performance.
(Note: the project cost shall not increase
due to such delays or any other factor.)
No later than the 10th day of the month, for
activities during the previous month
Quarterly financial reports (see more info
below)
No later than 30 days after the end of a
quarter.
1st Intermediate Progress Review with CBP
Advisor and NBSTWG
Within 30 days of award
2nd Intermediate Progress Review with
CBP Advisor and NBSTWG
Within 60 days of award
Presentation of draft strategy to CBP
Advisor and to GOG senior officials for
comment
Within 80 days of award
Submit draft strategy to NBSTWG Within 90 days of award
After incorporating NBSTWG feedback,
submit revised strategy document
2 weeks after NBSTWG provides feedback
Publication of hardcopy National Border
Security Strategy
Within 120 days of award
Multiple presentations on the National
Border Security Strategy to key
stakeholders
Within 150 days of award
*Note: actual date(s) to be determined by
U.S. Embassy
Recipients are also required to submit quarterly financial reports throughout the project period.
Financial reports (SF 424 and a detailed financial expenditure report) are due 30 days after the
reporting period. Final certified programmatic and financial reports are due 90 days after the close
of the project period.
First Quarter (October 1 – December 31): Report due by January 30
Second Quarter (January 1 – March 31): Report due by April 30
Third Quarter (April 1 – June 30): Report due by July 30
Fourth Quarter (July 1 – September 30): Report due by October 30
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All reports are to be submitted electronically via email to the Grants Officer, Grants Officer
Representative, and CBP Advisor.
PROPOSAL FORMAT REQUIREMENTS
For all application documents, please ensure:
A. All pages are numbered, including budgets and attachments,
B. All documents are formatted to 8 ½ x 11 paper, and
C. All Microsoft Word documents are single-spaced, 12 point Times New Roman font, with a
minimum of 1-inch margins.
D. All documents must be submitted in English.
Complete applications must include the following for proposal submissions:
1. Completed and signed SF-424, SF-424A, and SF424B forms (Please see Tab B for
instructions for completion of Standard Forms 424, 424A, and 424B.)
2. A copy of your organization’s most recent audit (as required per 2 CFR 200.500 – Subpart
F). If an audit cannot be provided, an explanation must be submitted with the proposal
submission.
3. Cover Page that includes:
1) project title
2) name, title, email, phone, and mailing address for the project’s main point of contact,
3) total amount of funding requested
4) number of months required for program to accomplish its objectives
4. Table of Contents
5. Proposal Narrative (not to exceed 10 pages in Microsoft Word, not including attachments)
that includes:
1) Background and context
2) Goal and Objectives of the project
3) Detailed explanation of the activities and approach that will be taken to achieve the
project Goal and Objectives
4) Staffing structure, and description of key project personnel (including
qualifications, roles, and responsibilities under this project)
5) Risk analysis and plan to mitigate each risk
6) Anticipated project timeline (monthly basis) showing when key activities will take
place
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7) Monitoring and Evaluation framework that includes both output and outcome
indicators (and targets for each indicator)
8) Sustainability plan
6. Summary and Detailed Line-Item Budget (in the attached Microsoft Excel format) that
includes 3 columns including the request to INL, any cost sharing contribution, and total
budget (see below for more information on budget format). A summary budget should also be
included using the OMB approved budget categories (see SF-424 as a sample). Costs must be
in U.S. dollars.
7. Budget Narrative (see template attached) that includes an explanation and justification for
each line item in the detailed budget spreadsheet, as well as the source and a description of all
cost-share offered. For ease of review, INL recommends applicants order the budget narrative
as presented in the detailed budget. Personnel costs should include a clarification of the roles
and responsibilities of key staff and percentage of time devoted to the project. The budget
narrative should communicate to INL any information that might not be readily apparent in
the budget, not simply repeat with words what is stated numerically in the budget.
8. NICRA: If your organization has a negotiated indirect cost rate agreement (NICRA) and will
include NICRA charges in the budget, your latest NICRA must be included as a .pdf file. This
document will not be reviewed by the panelists, but rather used by program and grant staff if
the submission is recommended for funding and therefore does not count against the
submission page limitations, as described above. If your proposal involves sub-grants to
organizations charging indirect costs, please submit the applicable NICRA also as a .pdf file
(see “INDIRECT COST RATE” below for more information on indirect cost rates).
If your organization does NOT have a negotiated indirect cost rate agreement (NICRA) please
specify if your organization elects to charge the de minimis rate of 10% of the modified
total direct costs. The de minimis rate must be included in the detailed budget and an
explanation must be provided in the budget narrative.
9. Proof of authorization to operate in Ghana.
10. A list of previous and/or current U.S. federal assistance awards received (if applicable);
please include the awarding agency, point of contact, name of the project, start and end dates,
and amount of the award.
11. A list of relevant past performance: please include a list of past projects of similar scope
and size, including name of project, project summary, total project budget, start and end dates,
and sponsor’s contact information.
12. A list of family and financial connections with the Government of Ghana*: Please
include the following:
1) for any employees of the organization, please provide a list of family members who
are employed by any Ministry, Agency, or Office of the Government of Ghana
(include name, family relationship, position, agency);
2) provide list of names/positions of any employees or consultants that have worked for
any Ministry, Agency, or Office of the Government of Ghana within the past 24
months; and
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3) provide list of contracts or other projects conducted for any Ministry, Agency, or
Office of the Government of Ghana within the past 24 months.
*Note: This information will be taken into consideration during the proposal
review. Failure to disclose this information, however, could disqualify your application
from further consideration.
APPLICATION REVIEW INFORMATION
The technical applications and proposal submissions will be evaluated in accordance with the
Technical Evaluation Criteria set forth below. Technical evaluation of applications will be based
on the extent and appropriateness of proposed approaches and feasibility of achieving the strategic
objectives, in accordance with the following criteria.
If award is not made on the initial applications, INL may request clarification and supplemental
materials from applicants whose applications have a reasonable chance of being selected for
award. The entry into discussion is to be viewed as part of the evaluation process and shall not be
deemed by INL or the applicants as indicative of a decision or commitment upon the part of INL to
make an award to the applicants with whom discussions are being held.
I. TECHNICAL EVALUATION CRITERIA
A technical evaluation committee, using the criteria shown in this Section, will evaluate the
technical applications. The various functional elements of the technical criteria are assigned
weighted scores, so that the applicants will know which areas require emphasis in the preparation
of applications. Applicants should note that these criteria serve as the standard against which all
applications will be evaluated and serve to identify the significant matters which applicants should
address in their applications. The relative importance of each criterion is indicated by the number
of points assigned. A total of 100 points is possible.
Quality of Program Idea (Total Possible Points - 25):
Responsive to the solicitation (5)
Appropriate in the country context (5)
Exhibits originality, substance, and precision (10)
Prioritizes innovation but is feasible (5)
Program Planning/Ability to Achieve Objectives (Total Possible Points – 40):
Clear explains how project activities will accomplish the program objectives (5)
Each activity is clearly developed and detailed (10)
Provides a complete monthly timeline of key activities (5)
Objectives are clear, specific, attainable, measurable results-focused and placed in a
reasonable time frame (5)
Addresses how the program will engage or obtain support from relevant stakeholders and
identifies local partners where appropriate (10)
Describes the division of labor among the direct applicant, any partners and any potential
subgrantees (5)
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Institution’s Record and Capacity Rating (Total Possible Points - 20):
The proposal demonstrates an institutional record of successful programs in the proposed
country and the content area (5)
Personnel and institutional resources are adequate and appropriate to achieve the project's
objectives (5)
Roles, responsibilities, and brief bios/resumes are included for primary staff, and
demonstrate relevant professional experience (5)
The proposal demonstrates capacity for responsible fiscal management, illustrates success
in similar sized projects, and provides confidence in ethical personal and financial
relationships with the Government of Ghana (5)
Cost Effectiveness/Cost Sharing (Total Possible Points - 15):
The overhead and administration of the proposal, including salaries and honoraria, are
explained and justified for the work involved (5)
All budget items are necessary, appropriate and linked to program objectives (5)
Personnel costs are reasonable for the work involved (5)
COST EVALUATION
Cost will be evaluated for realism, reasonableness, allowability, allocability, and cost
effectiveness. The pre-award evaluation of cost effectiveness will include an examination of the
application’s budget detail to ensure it is a realistic financial expression of the proposed project
and does not contain estimated costs which may be unallocable, unreasonable, or unallowable.
Applications that have more efficient operational systems that reduce operation costs will be
favorably considered.
Applications that maximize direct activity costs including cost sharing and that minimize
administrative costs are encouraged. Other considerations are the completeness of the application,
adequacy of budget detail and consistency with elements of the technical application. In addition,
the organization must demonstrate adequate financial management capability, to be measured by a
responsibility determination.
ADDITIONAL INFORMATION
OFFICE OF MANAGEMENT AND BUDGET (OMB) CIRCULARS Organizations should be familiar with 2 CFR 200 on cost accounting principles. For a copy of the
OMB circular cited, please contact Government Publications or download from
http://www.ecfr.gov/cgi-bin/text-idx?tpl=/ecfrbrowse/Title02/2cfr200_main_02.tpl. Overseas-
based nonprofit organizations are legally required to comply with 2 CFR 200.
AUDITS The recipient’s proposal should include the cost of an audit that:
1) Complies with the requirements of 2 CFR 200 Subpart F “Audit Requirements;”
2) Complies with the requirements of American Institute of Certified Public Accountants
(AICPA) Statement of Position (SOP) No. 92-9, "Audits of Not-for-Profit Organizations
Receiving Federal Awards;"
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3) Complies with AICPA Codification of Statements on Auditing Standards AU Section 551,
"Reporting on Information Accompanying the Basic Financial Statements in Auditor-Submitted
Documents," where applicable. When the U.S. Department of State is the largest direct source of
Federal financial assistance (i.e., the cognizant Federal Agency) and indirect costs are charged to
Federal grants, a supplemental schedule of indirect cost computation is required;
4) A non-Federal entity that expends $750,000 or more during the non-Federal entity's fiscal year
in Federal awards must have a single or program-specific audit conducted for that year in
accordance with the provisions of 2 CFR 200 subpart F. The audit costs shall be identified by 2
CFR 200.435.
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TAB A: BUDGET GUIDELINES
Complete budgets will provide a detailed line-item budget outlining specific cost requirements for
proposed activities. A minimum of three columns should be used to delineate the bureau funding
request, cost-share by applicant, and total project funding. Complete applications will include a
budget narrative to clarify and justify individual line-items (i.e. calculations of how the costs were
derived per month or year, their necessity, and overall contribution to the program’s cost-
effectiveness).
The three-column proposal line item budget should include the following components, in the
suggested format below:
INL Request Cost Share Total
A. PERSONNEL
a) Primarily Headquarters-Based Personnel
-H.Q.-based project -dedicated staff salary (X
months) X% of $X/yr
-H.Q.-based administrative staff salary (X months) X% of $X/yr
b) Primarily Field-Based Personnel
-Field-based Country Director salary (x months or
year) X% of $X/yr -Field-based Program Assistant salary (x months or
year) X% of $X/yr
Subtotal Personnel
B. FRINGE BENEFITS
a) Primarily H.Q.-Based Fringe Benefits
fringe=X%
salary
-H.Q.-based project -dedicated staff fringe (X
months) X% fringe
-H.Q.-based administrative staff fringe(X months) X% fringe
b) Primarily Field-Based Fringe Benefits
fringe=X%
salary
-Field-based Country Director fringe (x months or
year) X% fringe -Field-based Program Assistant fringe (x months or
year) X% fringe
Subtotal Fringe Benefits
C. TRAVEL
a) Monitoring Travel
-Monitoring Trip: H.Q. to field (X) $X/RT flight
-Per diem (X days) $X/day
b) Field Travel
Activity 1: Workshop
-Staff Travel (# staff)
$X/RT flight/#
staff
-Staff Per Diem (X days) $X/day/# day/# staff
-Participant Travel (# participants) $X/trip/# pax
-Participant Per Diem (X days)
$X/day/# day/#
pax
Activity 2: Town Hall Meeting
-Staff Travel (# staff)
$X/RT flight/#
staff
-Staff Per Diem (X days)
$X/day/# day/#
staff
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-Participant Travel (# participants) $X/trip/# pax
-Participant Per Diem (X days)
$X/day/# day/#
pax
Subtotal Travel
D. EQUIPMENT
a) Primarily H.Q.-Based Equipment (if
applicable)
-H.Q.-equipment (if applicable) $X/unit
d) Primarily Field-Based Equipment
-Field-equipment $X/unit
Subtotal Equipment
E. SUPPLIES
a) Primarily H.Q.-Based Supplies (if
applicable)
-Printing and Photocopying (X months) X% of $X/yr
b) Primarily Field-Based Supplies
-Markers and dry erase board $X/set
-Telephone (X months) X% of $X/yr
-Office Supplies (X months) X% of $X/yr
Subtotal Supplies
F. CONTRACTUAL
a) Subgrants
-Local Subgrantees (X subgrants) $X/unit
b) Consultant Fees
-Media Specialist/Honoraria (X days/hours) $X/consult
-Independent M & E specialist $X/unit
-Translation Fees (X pages) $X/page
Subtotal Contractual
G. CONSTRUCTION N/A
H. OTHER
a) Other Direct Costs
-Field Office Rent (X months) X% of $X/mo
Subtotal Other
I. TOTAL DIRECT CHARGES
(Sum of A-H Subtotals)
J. INDIRECT CHARGES
a) Indirect Costs/NICRA (X% of costs)
Subtotal Indirect Charges
K. TOTAL COSTS (Sum I-J)
Note: This budget is designed to serve as an example of the format for complete budget
submissions and is NOT exhaustive. Individual line items included in each applicant’s budget
should reflect specific program activities. (pax = participants)
Before grants are awarded, INL reserves the right to reduce, revise, or increase proposal
budgets in accordance with the needs of the INL program and availability of funds.
As mentioned above, the detailed budget should also include an accompanying budget narrative
document that explains and justifies each line item, in the suggested format below:
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BUDGET NARRATIVE
A. Personnel – Identify staffing requirements by each position title and brief description of duties.
For clarity, please list the annual salary of each position, percentage of time and number of months
devoted to the project. (e.g., Administrative Director: $30,000/year x 25% x 8.5 months;
calculation: $30,000/12 = $2,500 x 25% x 8.5 months = $5,312.).
B. Fringe Benefits - State benefit costs separately from salary costs and explain how benefits are
computed for each category of employee - specify type and rate. Fringe benefit application must
be consistent with organization’s written policy.
C. Travel - Staff and any participant travel (Note: Staff refers to grantee staff only, and not sub-
grantee staff or contractors):
1) international and/or domestic airfare - Please indicate origin and destination (country/city),
number of travelers and unit cost per round trip
NOTE: All travel must be booked with economy class fares only. Applicants must explain
differences in fares among travelers on the same routes. Note that all travel, where applicable,
must comply with the Fly America Act. For more information see
http://www.gsa.gov/portal/content/103191.
2) in-country travel - Please indicate origin and destination (city), type of transportation, number
of travelers and unit cost per traveler per trip.
3) per diem/maintenance: includes lodging, meals and incidentals for both participant and staff
travel. Rates of maximum allowances for U.S. and foreign travel are available from the following
website: http:/www.policyworks.gov/. Per diem rates may not exceed the published U.S.
government allowance rates; however, institutions may use per diem rates lower than official
government rates.
NOTE: Per diem rates must be prorated and/or removed if applicant will pay for refreshments
and/or meals for participants during a workshop/conference.
D. Equipment – please provide justification for any equipment purchase/rental, defined as
tangible personal property having a useful life of more than one year and an acquisition cost of
$5000 or more.
E. Supplies - list items separately using unit costs (and the percentage of each unit cost being
charged to the grant) for photocopying, postage, telephone/fax, printing, and office supplies (e.g.,
Telephone: $50/month x 50% = $25/month x 12 months).
F. Contractual –
a) Subgrants - For each subgrant/contract please provide a detailed line-item budget breakdown
explaining specific services. Please provide a subgrant budget using the approved OMB budget
format. (See Tab C: Budget Guidelines, above.)
b) Consultant Fees - For example lecture fees, honoraria, travel, and per diem for outside
speakers or independent evaluators: list number of people and rates per day (e.g., 2 x $150/day x 2
days). Consultant/outside expert fees/honoraria should be consistent with the level of experience
and based on a fair market value. (NOTE: Consultant Fees and Honorarium should NOT
EXCEED $526/day)
G. Other Direct Costs - these will vary depending on the nature of the project. The inclusion of
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each should be justified in the budget narrative. All costs must be allowable, allocable, and
reasonable, and consistent with OMB guidelines. Line items such as “Miscellaneous,” “Other,”
“Contingency Fund,” and “Reserve Fund” are not permitted.
H. Indirect Charges - See 2 CFR 200.414 , "Indirect Costs”
1) If your organization has an indirect cost-rate agreement with the U.S. Government, please
include a copy of this agreement. Please specify if your organization elects to charge the de
minimis rate of 10% of the modified total direct costs. This does not count against submission
page limitations.
2) If your organization is charging an indirect rate, please indicate how the rate is applied--to
direct administrative expenses, to all direct costs, to wages and salaries only, etc.
3) Do not include indirect costs against participant expenses in the Bureau budget, as it generally
does not pay for these costs.
Cost Share/Cost-Effectiveness - Explanation of contributions should be included in the budget
narrative, whether cash or in-kind. Assign a monetary value in U.S. dollars to each in-kind
contribution. If the proposed project is a component of a larger program, identify other funding
sources for the proposal and indicate the specific funding amount to be provided by those sources.
In addition, it is recommended that budget narratives address the overall cost-effectiveness of the
proposal, including leveraging of institutional or other resources. Cost sharing or matching refers
to a portion of project or program cost that is not borne by the Federal Government. Grantees
must follow cost sharing or matching policy as stipulated in 2 CFR 200.306. Cost sharing
amounts proposed will be incorporated as part of the allowable budget items. If selected for an
award, your organization will have to provide the minimum amount of cost sharing as stipulated
in the budget approved by the Grants Officer. If your organization does not meet its cost share
amount stipulated in the approved budget by the end of the period of performance INL will have
the option to (1) reduce its contribution in proportion to your organization’s contribution in the
event that you do not provide the minimum amount of cost sharing stipulated in the budget or (2)
hold your organization accountable for the amount specified in the approved budget.
BUDGET CONDITIONS AND RESTRICTIONS:
The Recipient is reminded that funds provided under this agreement must be used in a manner
fully consistent with U.S. law. The recipient agrees that none of the funds provided by this award
shall be used to lobby for or against abortion. The recipient agrees that none of the funds provided
by this award shall be used to pay for the performance of abortion as a method of family planning
or to motivate or coerce any person to practice abortions.
Per 22 CFR 200.307 ((e) (1), (2) and (3) of this section please note the following guidance
concerning use of Program Income:
Program income earned during the project period shall be retained by the recipient and, in
accordance with the terms and conditions of the award, shall be used in one or more of the
ways listed in the following:
1) Added to funds committed to the project by the Department and recipient and used to
further eligible project or program objectives.
2) Used to finance the non-Federal share of the project or program.
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3) Deducted from the total project or program allowable cost in determining the net
allowable costs on which the Federal share of costs is based.
It is emphasized, however, that the above three alternatives are applicable only when the
grantee is a non-profit entity. Any grant to a commercial firm must state that the first of the
alternatives is not available for program income earned by the grantee. (GAO noted in its
Principles of Federal Appropriations Law at 10-57, that “This approach [option (1)] increases
program size. Both OMB and GAO have expressed preference for the deduction method
[option (3)] since it results in savings to the federal government and to grantees.”)
INL will consider budgeted line-items for the following:
External evaluations to assess the project’s impact (costs must be built into the overall original
budget proposal and must be reasonable);
Costs associated with an internal evaluation conducted by the grantee (costs must be built into
the overall original budget proposal and must be reasonable);
Visa fees, immunizations, and medical insurance associated with program travel;
A-133 Audit or internal audit for the INL program (or prorated costs that is shared among
other Federal Assistance grants/contracts)
English translation (cost must be built into the original budget proposal and must be
reasonable)
The following cost elements will not be reimbursed and are not allowable in this program:
Publication of materials for distribution within the U.S.;
Administration of a project that will make a profit;
Expenses incurred before or after the specified dates of award period of performance (unless
prior written approval received);
Projects designed to advocate policy views or positions of foreign governments or views of a
particular political faction;
Entertainment and/or Alcoholic beverages;
Costs of entertainment, including amusement, diversion, and social activities and any
associated costs are unallowable, except where specific costs that might otherwise be
considered entertainment have a programmatic purpose and are authorized either in the
approved budget for the Federal award or with prior written approval of the Federal awarding
agency;
Land;
Construction;
Direct support or the appearance of direct support for individual or single party electoral
campaigns;
Duplication of services immediately available through municipal, provincial, or national
government;
Expenses listed as “miscellaneous”, “other”, or “contingencies”;
Expenses made prior to the approval of a proposal or unreasonable expenditures will not be
reimbursed.
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INL may make conditions and recommendations on proposals to enhance proposed programs.
Conditions and recommendations are to be addressed by the applicant before approval of the
award. To ensure effective use of INL funds, conditions or recommendations may include
requests to increase, decrease, clarify and/or justify budget costs.
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TAB B: GUIDELINES FOR STANDARD FORMS
SF-424 – Complete all fields except fields noted as “Leave Blank” below.
1. Type of Submission: Application
2. Type of Application: New
3. Date Received: Leave blank. This will automatically be assigned
4. Applicant Identifier: Leave blank
5a. Federal Entity Identifier: Leave blank
5b. Federal Award Identifier: Leave blank
6. Date Received by State: Leave blank. This will automatically be assigned
7. State Application Identified: Leave blank. This will automatically be assigned
8a. Enter the legal name of the applicant organization.
8b. Employer/Taxpayer ID Number: (Non U.S. organizations leave blank)
8c. Organizational DUNS: Organizations can request a DUNS number at
http://fedgov.dnb.com/webform
8d. Enter the full address of the applicant
8e. Enter the name of the primary organizational unit (and department or division, if
applicable) that will undertake the assistance activity, if applicable
8f. Enter the name, title, organization, and contact information of person to be contacted on
matters involving this application
9. Select an applicant type (type of organization)
10. Enter: Department of State
11. Enter: the CFDA number is 19.703
12. Enter the Funding Opportunity Number and title.
13. Enter the Competition Identification Number and title.
14. Areas Affected by Project: List the country or countries where project activities will take
place in alphabetical order; for projects that will take place in more than one region enter
“Global”.
15. Enter the title of the proposed project (if necessary, delete pre-printed wording)
16a. Enter congressional district of Applicant. (foreign applicants please enter “90.”)
16b. Enter: (foreign applicants, please enter “00”)
Program: Leave blank
17. Enter a start date and a projected end date
18. Enter the amount requested for the project under “Federal”
(18a); enter any cost-share under “Applicant” (18b).
19. Enter “c”
20. Select the appropriate box. If you answer “yes” to this question you will be required to
provide an explanation.
21. Enter the name, title, and contact information of the individual authorized to sign for
the application.
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FEDERAL AWARD ADMINISTRATION INFORMATION
Federal Award Notices: The successful applicant(s) will be notified via email that its proposal
has been selected to move forward in the review process; this email IS NOT an authorization to
begin performance. The Grants Officer is the Government Official delegated the authority by
the U.S. Department of State Procurement Executive to write, award, and administer grants and
cooperative agreements. The assistance award agreement is the authorizing document and it will
be provided to the Recipient through email transmission. The recipient may only incur obligations
against the award beginning on the start date outlined in the DS-1909 award document that has
been signed by the INL Grants Officer. Organizations whose applications will not be funded will
also be notified via email by INL. Please refer to the anticipated time to award information in
Section E.
Terms and Conditions: Recipients will be held to the applicable terms and conditions found at
https://www.state.gov/documents/organization/271865.pdf. It is the Recipient’s responsibility to
ensure they are in compliance with all applicable terms, conditions, and OMB guidance and
requirements. Those organizations found to be in non-compliance may be found ineligible for
future funding or designated high risk by the Grants Official for an award under this
announcement.
2 CFR 200 Uniform Administrative Requirements, Costs Principles, and Audit
Requirements for Federal Awards: All applicants must adhere to the regulations found in 2
CFR 200 Uniform Administrative Requirements, Costs Principles, and Audit Requirements for
Federal Awards.
Branding Requirements: As a condition of receipt of a grant award, all materials produced
pursuant to the award, including training materials, materials for recipients or materials to
communicate or promote with foreign audiences a program, event, project, or some other activity
under an agreement, including but not limited to invitations to events, press materials, and
backdrops, podium signs, etc. must be marked appropriately with the standard, rectangular U.S.
flag in a size and prominence equal to (or greater than) any other logo or identity. Note:
Exceptions to the branding requirement are allowable under certain conditions. If an applicant is
notified that their award has been chosen for funding, the Grants Officer will determine, in
consultation with the applicant, if an exception is applicable.
